1. Introduction
Keepers Zambia Foundation is a local non-governmental organisation established in 1996. Keepers Zambia Foundation presents a unique value proposition, leveraging its physical presence in Zambia as an indigenous NGO, with more than 28 years of experience and expertise in facilitating alternative livelihoods projects across the country. These projects have built the capacities of economically and socially disadvantaged communities through the promotion of natural-resource management and conservation, and by enhancing democratic processes and environmental governance.
The organisation's goal, mission and values are as follows:
Goal
Sustainable positive change for less privileged and marginalised people in peri-urban and rural communities through collective action and support.
Mission
To empower communities to achieve sustainable livelihoods and social wellbeing through responsible resource utilisation, capacity building, and inclusive development.
Core Values
The organisation is guided by these values in its implementation and interactions with all stakeholders, including project participants, donors and staff:
- Transparency and accountability to target groups, donors, partners and ourselves.
- Sustainability of the means and outcomes of target-group livelihoods.
- Partnership as the basis for engaging target groups and fellow development stakeholders.
- Equal opportunity regardless of race, creed, gender, age, HIV status, ethnicity or any other form of discrimination.
- Integrity in managing programmes and finances with strong moral principles.
1.1 Purpose of the Code
Keepers Zambia Foundation is dedicated to promoting human transformation and empowering people experiencing poverty to improve their livelihoods and become productive members of society. KZF's ability to meet its objectives depends on complex international relationships with government, donors, beneficiaries, suppliers and the general public. KZF's success over the years is due in part to its reputation for honesty, integrity and excellence in the conduct of its activities.
As the environment in which KZF operates has become more complex, KZF has recognised the need to state clearly the principles that guide its decisions and the conduct of its employees, assisting employees in maintaining KZF's reputation. To this end, this Code of Conduct outlines the standards of conduct that guide the actions of KZF, partners, contractors and employees.
KZF expects employees to comply with the laws and regulations governing KZF operations and to maintain the highest standards of honesty and integrity, with constant regard for KZF's good name and the growth of its operations. In this context, each employee is expected to:
- Be loyal and honest in dealings with KZF, and not pursue personal or family gain or advantage in those dealings.
- Be loyal and honest in dealings with KZF programme beneficiaries, donors and fellow employees.
- Respect the trust placed in each employee, including by ensuring proper use of KZF resources and information.
- Avoid behaviour that is, or might be seen as, less than honourable.
- Avoid behaviour or situations that may reflect badly on KZF.
This Code is not intended to cover every situation employees may face. No statement can offer a complete guide to all possible situations. KZF anticipates that questions may arise about the propriety of an action or the application and interpretation of the Code. An employee is expected to discuss these questions with their supervisor, who will seek advice from their immediate supervisor where necessary.
At KZF, this Code of Conduct serves as a practical guide for ethical decision-making within the organisation by:
- Setting clear expectations:
- The organisation's goal, mission and core values.
- Expected behaviour for all staff, volunteers and stakeholders.
- Providing a framework for decision-making:
- Helping people navigate ethical dilemmas and make sound judgments in challenging situations.
- Protecting the organisation:
- Guarding against legal and reputational risks by providing clear guidelines and promoting ethical behaviour.
- Facilitating training and development:
- KZF values staff development and takes seriously development programmes and education offered by partners.
Scope
The KZF Code of Conduct covers a wide range of people, including community and participating members, partners, donors, staff, volunteers, board members, marginalised groups and contractors.
Ethical conduct is paramount to KZF because of its unique position of public trust and responsibility. The organisation emphasises the following commitments:
- I will rely on public trust for funding, volunteer support and the effectiveness of KZF's work, and demonstrate responsibility in the use of resources and commitment to the organisation's mission.
- I will promote accountability internally to staff, the Management Board, donors and partners, and externally to the communities we serve. I will ensure transparency in operations and responsible use of resources.
- My work involves vulnerable populations. I will ensure they are protected from exploitation and abuse, and that their safety is secured.
- I will exhibit a high level of ethical conduct to create a positive and productive work environment that builds trust and fosters collaboration among staff, leading to increased efficiency and better outcomes for the communities KZF serves.
- I will advocate for human rights. Adhering to high ethical standards in my operations will reinforce credibility and strengthen my advocacy efforts.
- I will remain compliant with legal requirements. KZF's compliance has been key to its existence as a developmental and humanitarian organisation.
The Code of Conduct is premised on the following core values and principles:
- I shall uphold human rights and dignity by emphasising respect for human rights, equality and non-discrimination. We believe that everyone deserves a better and dignified life.
- I will ensure integrity and transparency through a high level of honesty, accountability and open communication.
- I will exhibit impartiality and neutrality because my work is a service to people; I will perform my services without bias or favouritism.
- I will declare an interest where my participation creates a conflict and be guided by the Human Resource Policy on the next steps.
1.2 Conduct in the Workplace
Professionalism
KZF sets out what to do and what not to do to ensure that the communities we serve are not disadvantaged by staff actions.
What to Do
- Treat people with respect.
- Dress decently.
- Recognise cultural norms in the area.
- Respect local structures and hierarchy.
What Not to Do
- Discriminate based on race, creed, education or religion.
- Make sexual advances towards people we serve.
- Solicit a favour.
- Use abusive language.
Harassment and Discrimination
KZF prohibits all forms of harassment and discrimination. To ensure adherence, the organisation provides safe and secure reporting mechanisms.
Data Protection and Confidentiality
KZF works with different stakeholders, each with specific data that must be protected against unauthorised publication or dissemination to the general public. The organisation uses consent forms or seeks express permission before information is disclosed or published. Protecting sensitive information is essential.
Use of Resources
KZF encourages prudent use of organisational resources to ensure continuity of services for the communities we serve and accountability to communities, donors, partners and other interested stakeholders.
1.3 Conduct in the Field
Community Relations
KZF acknowledges that society comprises different elements and emphasises respect for local cultures, customs and traditions when implementing activities.
Protection of Vulnerable Groups
KZF's mandate is to work with marginalised groups, including people who may have no voice even when oppressed. KZF has a special interest in ensuring that these people are not disadvantaged. All staff and contractors are oriented on SEAH.
Environmental Responsibility
KZF is an environment-focused organisation and takes a keen interest in promoting actions that support sustainable practices and minimise environmental impact. Environmental and climate-change considerations are included across all programmes.
Security and Safety
KZF ensures a safe working environment and secure transport system for staff and the stakeholders with whom it works. Areas of operation are assessed for security purposes so that precautionary measures are put in place.
1.4 Accountability and Enforcement
Reporting Mechanisms
Secure and safe channels for participating communities to report concerns are in place.
Disciplinary Measures
KZF investigates reported issues and, where an issue is established as true, takes action to remedy the problem. Where a staff member is found wanting, that staff member is withdrawn and subjected to the organisation's disciplinary procedure.